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Home My WebLink About063805-R1 - General - Contract - Baker Distributing Company LLCCSC No. 63805-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE December 23, 2025 Baker Distributing Company LLC Attn: Erin Barrera 14610 Breakers Drive Jacksonville, FL 32258 Re: Contract Renewal Notice CSCO No. 63805(the "Contract") Renewal Term No. 1: December 1, 2025 to November 30, 2026 The above referenced Contract with the City of Fort Worth was set to eXpire on November 30, 2025 (the "Expiration Date"). Pursuant to the Contract, the Contract may be renewed under the same terms and conditions. Prior to the Expiration Date, the parties agreed to renew the Contract. This letter is to formally memorialize the agreement between the Parties to renew the Contract for an additional one (1) year period, which began immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter, along with a copy of your current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. Please log onto PeopleSoft Purchasing at http://fortworthtexas.�ov/purchasin� to ensure that your company information is correct and up-to-date. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, .�ncCrea �rejo Andrea Trej o City of Fort Worth Property Management Department (817) 392-5048 Contract Renewal Page 1 of 2 Baker Distributing Company LLC ACCEPTED AND AGREED: CITY OF FORT WORTH Ila�� W��t^"�- $y; Valerie Washington (Jan 12, 2026 09:49:23 CST) Name: Valerie Washington Title: Assistant City Manager APPROVAL RECOMMENDED: �� °,� �o�"z`- ;� By: Name: Marilyn Marvin Title: Property Management Director ATTEST: � �=' By: �J �� Name: Jannette S. Goodall Title: City Secretary Baker Distributing Company LLC By: �� a�� Name: Erin Barrera Title: Director of Sales Contract Renewal Baker Distributing Company LLC CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. Denise G�r�i� By: Denise Garcia (Jan 5, 2026 09:13:30 CST) Name: Denise Garcia Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: By: � ' /l2�tr �1 � Name: Thomas R. Hansen Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 25-0573 M&C Approved: 06/24/25 Page 2 of 2 �u � � � � 1 1 1 �_� P.O. Box 400, Austin, Texas 78767 800.695.2919 • info@buyboard.com • buyboard.com October 9, 2025 Erin Barrera Baker Distributing Company: Scientific Divison 14610 Breakers Dr. Jacksonville, FL 32258 Sent via email to: tbb a.bakerdist.com Re: HVAC Equipment, Supplies, and Installation of HVAC Equipment BuyBoard Contract 720-23 The Local Government Purchasing Cooperative (BuyBoard) awarded your company a contract under HVAC Equipment, Supplies, and Installation of HVAC Equipment, Contract 720-23, for which the current term is set to expire November 30, 2025. At this time, the BuyBoard is renewing your contract through November 30, 2026. This will be the final renewal of this contract. All discounts, terms, and conditions of your contract will remain the same. If you agree to this renewal, there is nothing you need to do. However, if you do not agree to this renewal, you must notify me via email at contractadmin@buyboard.com prior to the start of the renewal term. If you have questions or comments concerning this renewal, please contact me as soon as possible at contractadmin@buvboard.com. We appreciate your interest in The Local Government Purchasing Cooperative. Sincerely, � �,�.. r�9 Jim Tulberg Contract Administrator final renewal v.02.13.2020 �„}. � �., ,�. '� � TASAv � .��• M&C Review A CITY COUNCIL AGEND Create New From This M&C DATE: 6/24/2025 REFERENCE NO.: CODE: P TYPE: Page 1 of 2 **M&C 25- LOG NAME: 0573 Official site of the City of Fort Worth, Texas FflRT��'ORTH _�_ 13P COOP BUYBOARD 720-23 HVAC PARTS JH PMD CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Non-Exclusive Purchase Agreements with Baker Distributing Company LLC and EPMA Corporation DBA Johnstone Supply Using BuyBoard Cooperative Contract No. 720-23 for the Purchase of Heating, Ventilation and Air Conditioning Equipment, Supplies, and Installation Services for a Combined Annual Amount Up to $120,000.00 and Authorize One One-Year Renewal Option for the Same Amount for the Property Management Department RECOMMENDATION: It is recommended that the City Council authorize non-exclusive purchase agreements with Baker Distributing Company LLC and EPMA Corporation DBA Johnstone Supply using BuyBoard Cooperative Contract No. 720-23 for the purchase of heating, ventilation and air conditioning equipment, supplies, and installation services for a combined annual amount up to $120,000.00 and authorize one, one-year renewal option for the same amount for the Property Management Department. DISCUSSION: The purpose of this Mayor & Council Communication (M&C) is to authorize the execution of non- exclusive purchase agreements with Baker Distributing Company LLC and EPMA Corporation DBA Johnstone Supply for the purchase of heating, ventilation and air conditioning equipment, supplies, and installation services. On February 27, 2024, M&C 24-0143 authorized non-exclusive purchase agreements with Carrier Enterprise LLC., Enviromatic Systems of Fort Worth Inc., Trane U.S. Inc., and Lennox Industries, Inc. using BuyBoard Cooperative Contract No. 720-23 for the purchase of heating, ventilation and air conditioning equipment, supplies, and installation services for a combined annual amount up to $1,612,500.00, and authorized two one-year renewal options for the same amount for the Water, Property Management and Police Departments The Property Management Department (PMD) approached the Purchasing Division to enter into agreements with Baker Distributing Company LLC and EPMA Corporation DBA Johnstone Supply under BuyBoard Contract No. 720-23, HVAC Equipment, Supplies, and Installation. The department will utilize the agreement to purchase Heating, Ventilation and Air Conditioning (HVAC) parts and installation services on an as-needed basis. These agreements are needed for purchasing commercial HVAC products for a more diverse range of units, parts, and supplies. The vendors currently contracted under BuyBoard 720-23 (authorized by M&C 24-0143) are brand-specific and only supply products for the brand they carry. EPMA Corporation DBA Johnstone Supply and Baker Distributing Company LLC will provide units, supplies, and replacement parts for a wide range of brands as well as additional universal parts. Funding is budgeted in the Other Contractual Services account within the General Fund for the Property Management Department. AGREEMENT TERMS: The initial term of this Agreement will end on November 30, 2025. The Agreement may be renewed for one additional one-year period through November 30, 2026. This http://apps.cfwnet.org/council�acket/mc review.asp?ID=33434&councildate=6/24/2025 12/18/2025 M&C Review Page 2 of 2 action does not require specific City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms. COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a cooperative purchasing agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of items. BuyBoard contracts are competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. Request for Proposal (RFP) No. 720-23 was published on January 18, 2023, and responses were opened on July 13, 2023. BUSINESS EQUITY: A business equity goal is not assigned when purchasing from an approved purchasing cooperative or public entity. This project will serve ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds are available in the current operating budget, as previously appropriated, in the General Fund. Prior to an expenditure being incurred, the Property Management has the responsibility to validate the availability of funds. BQN\\ TO �Fund ' Department Account Project ID ID FROM Fund Department Account � Project ID ID Program Activity Budget Reference #' Amount Year (Chartfield 2) Program Activity � Budget Reference # Amount Year (Chartfield 2) ' Submitted for Citv Manaqer's Office bv: Oriqinatinq Department Head: Additional Information Contact: Reginald Zeno (8517) Jesus "Jay" Chapa (6113) Marilyn Marvin (7708) Reginald Zeno (8517) Brandy Hazel (8087) Jordan Henry (8461) ATTACHMENTS 1295 - Baker Distributinq Co.pdf (CFW Internal) 1295 - Johnstone Supplv.pdf (CFW Internal) 13P COOP BUYBOARD 720-23 HVAC PARTS JH PMD.docx (CFW Internal) Baker Distributinq Contract.pdf (Pub�ic) HVAC FID Table.xlsx (CFW Internal) Johnstone Supplv Contract.qdf (Public) SAMs-BakerDistributinqCompanv.pdf (CFW Internal) SAMs-JohnstoneSupplvLLC.pdf (CFW Internal) SOS-BakerDistributinqCompanv.pna. (cFw �nterna�) SOS-JohnstoneSupqlV.pnq (CFW Internal) http://apps.cfwnet.org/council�acket/mc review.asp?ID=33434&councildate=6/24/2025 12/18/2025 F�RT��RTHo City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name Baker Distributing Company LLC Subject of the Agreement: Renewal Term No. 1 for CSC 63805 M&C Approved by the Council? * Yes ❑✓ No ❑ If �so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No ❑✓ If �so, provide the original contract number and the amendment number. Is the Contract "PermanenY'? *Yes ❑ No 0 If �unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No ❑✓ If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: December 1, 2025 Expiration Date: November 30, 2026 If different from the approval date. If applicable. Is a 1295 Form required? * Yes ❑ No ❑ *If �so, please ensure it is attached to the approving M&C or attached to the contract. Proj ect Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes ❑ No ❑ Contracts need to be routed for CSO processin� in the followin� order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.